Asha Des Usermanual

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ASHA-DES

UNOPS - NIPI

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e-mail : Website : http:

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Ver 1.01.02

DATA ENTRY OPERATION MANUAL NIPI-DES 1.x 2

Contents

1.0 General ............................................................................................. 3

1.1 Introduction .................................................................................. 3

1.2 Implementation Architecture .............................................................. 4

2.0 System Requirement.............................................................................. 5

3.0 Installation .......................................................................................... 6

1. Handling the Compatibility Issue (may exist in Windows 7 / VISTA) :................. 6

2. Installing ASHA-DES software in your Computer .......................................... 7

2. Un-installing ASHA-DES from your Computer............................................. 11

4.0 UNOPS NIPI ASHA PNC data entry System..................................................... 12

Backup.................................................................................................. 32

6.0 Support ............................................................................................ 36


1.0 General

1.1 Introduction

Over the last few decades, child deaths have halved thanks to better nutrition, health care, and standards of living. 3 million children in developing countries died in 1990 before the age of 5 from diseases such as diarrheal, malnutrition, pneumonia, AIDS, malaria, and tuberculosis. This number had dropped to 10 million by 2006.

However, under-5 mortality rates still remain unacceptably high: 8 million under-5 children die a year from preventable causes. Of these, Sub-Saharan Africa accounts for about half of those deaths, with the HIV/AIDS epidemic and civil conflicts hampering the region’s progress. Over half of the MDG countries are not on track to achieve the under-5 mortality target. Efforts to be stepped up include improvements in nutrition, health care, infrastructure etc.

Child mortality may be reduced by strengthening the national health system, expanding immunization programs, enhancing the growth monitoring of children and ensuring survival and improved health of the mothers, investing in infrastructure and better nutrition.

Norway-India Partnership Initiative (NIPI) is a commitment of the Government of India and the Government of Norway to collaborate towards reduction of childhood mortality in India to achieve the MDG 4 (Reduce by two-third the mortality rate among children under five years). NIPI is being implemented as an integral part of the National Rural Health Mission (NRHM), providing an up-front, strategic, innovative and flexible support to accelerate the implementation of the mission in five states: Uttar

Pradesh, Bihar, Madhya Pradesh, Rajasthan and Orissa. These states account for over 60% of the infant deaths. (Note : UP is not included in the current initiative of software development)

The NIPI intervention consists of three parts.

- A special training module (2+5 days) in Home Based Newborn Care - An incentive to the ASHA for completing PNC checkup routine

- A referral fund to ensure that sick newborns and mothers can be referred to a facility with proper care available

Under this scheme, the ASHA will visit the home of the beneficiary (mother / newborn) 6 times. The

first visit will be during the last phase of the pregnancy (eighth month). This visit is in addition to the

already established antenatal care that is provided within the NRHM. The main purpose of this visit is to

motivate the mother for an institutional birth, ensure she is aware of JSY and also to identify any risk

factors that the mother may have (which would indicate that the birthing may be required at a better

equipped facility).

Subsequent to the birth, the ASHA will visit the home on day 1 (in case of home delivery) , 3, 7, 15, and

28. In Rajasthan there will also be a visit at day 42. A total of Rs 200/- will be paid for every card to the

ASHA worker.


The ASHA will fill a Postnatal Checkup card (PNC-card) during the visit, and this card is to be submitted

for validation and payment after the total checkup has been completed.

The form is in two parts, one that is detached and kept with the ASHA as a reference copy, and the other

for submission subsequent to completion of the home visits. It is assumed that the village codes will be

appropriately provided (probably based on census codes). In the absence of a specific household code,

the information is tagged with parent information, and general details including mode and place of

delivery, date, gender of baby, birth weight, a field for Birth registration number and a uniquely generated

/ developed ID for the baby.

In addition to information on birth and weight, the card will give information about morbidity and

mortality, referrals, immunization, breastfeeding status etc. Information on birth preparedness is also

provided, and finally information on the subsequent five / six visits is recorded on the card.

The data is captured on approximately 48 different indicators and sub-indicators, some of which are one

time (for example, has the baby passed stool), and some which are monitored on a regular basis. The

card is to be filled as long as one or both of the mother and baby survive, and additional cards will be

filled up in the case of multiple (twins, others) births.

The data entry will happen typically in off-line mode at block level, though on-line may also be enabled.

A fast, multi-functional system with validations and data entry features (including batching, control totals,

multi-field update options and verification screens will be provided, and all variations from defaults shall

be highlighted. It is expected that with this approach, substantially faster data entry times may be

achieved.

Data will be collated and sent to the central database.

This manual covers the off-line Data entry module, named “ASHA-DES”.

The system supports a trilingual UNICODE interface, whereby English, Hindi and Oriya (ver. 2.x onwards) are enabled.

1.2 Implementation Architecture

The system is designed to be stand-alone, and function on older computers (Windows 95, 98 and 2000), as well as the new (Windows VISTA and Windows 7). Each system in the data entry network has to be uniquely identified, as that will ensure proper data collation at the central level.


2.0 System Requirement

This manual is meant specifically for Data entry personnel and administrators. It therefore provides information on hardware requirements at individual user level, and not for system administrators. The software is designed to work on any PC compatible system supporting Windows – any version beyond Windows 95. All additional components required by the software are installed automatically, as explained subsequently. Updated anti-virus software should be installed on the computer. All requirements of data transfer back and forth are handled by the software. A CD-writer for backups, a pen drive for transfer of data (in case a desktop has been provided, and not a notebook computer), a printer and a UPS are useful components, though a printer may not be essential.


3.0 Installation

The software is developed in Visual Basic 6.0 to ensure that it works on computer with lesser resources and for backwards compatibility (The analysis module is in .NET).

Note for VISTA / Windows 7 users :

In case your system already had a previous version of ASHA-DES installed, you may need to check for compatibility issues as per the following steps :

1. Handling the Compatibility Issue (may exist in Windows 7 / VISTA) :

Desktop > Double Click on My Computer

In My Computer > Double Click on C: (C drive)

Double Click on Program Files folder Icon

Double Click on ASHA-DES Folder Icon

Now when files of ASHA-DES is being displayed in the window

Check if Compatibility Files tab is visible on the tool bar on top of the explorer window

Now click on Compatibility Files tab > you will see some files > copy all files/folders and take a backup of it.

Now delete all the files inside the Compatibility tab.


2. Installing ASHA-DES software in your Computer

Go to Folder containing Setup program as shown below -

Now Double Click on ASHA-DESSetup.exe icon > you will see following screen


Now Click Next to continue setup > the following screen will appear

Now Click Next to continue setup > the following screen will appear where you can provide the location to install the software


Now Click Next to continue setup > the following screen will appear where

Now Click Next to continue setup > the following screen will appear


Now Click Install to continue setup > the following screen will appear

After successful installation the following screen will appear


2. Un-installing ASHA-DES from your Computer

Go to Control Panel >Add or Remove Programs Icon. Click/Double Click on it.

Following Screen will be displayed...Locate

ASHA PNC Data Entry System in the Programs List, Now, click on ASHA PNC Data Entry System to select, click on Change/Remove.

Now Click on Yes Button to remove the ASHA-DES Data Entry System.


4.0 UNOPS NIPI ASHA PNC data entry System

Admin/User Login

Please login with the user ID and password provided to you. Please note that in case no users are defined, the admin user can be accessed through admin/admin.

It is important to note that the system supports single machine, off-line operation. Hence, each machine has to be registered with a unique machine ID, which is administered by the supervisor. In addition, the computer will be registered for a specific state, district and block. The data, when consolidated, will then never cause a conflict.

In addition, two new concepts are to be understood :

a. Batching : Batches ensure that all data entered from a single bundle of forms is tracked using a unique batch number as well as form number. This will be of immense help when a paper form has to be retrieved for verification. You can always overwrite the computer generated batch number with a higher batch number (not lower), thus ensuring that different computers run different series of batches !!!

b. WorkAreas : The data entered does not go into a single database. You, as a user, can choose to store data in different databases. Why would you do this ?

a. Maybe to keep data Sub-center wise on the same computer : The database name may be the code or name of the sub-center

b. Maybe to keep data year wise

c. Or a combination of the above.

d. The advantage of all of the above is that you can now have small workareas with data – and these files (whose name will appear on top of the screen) can be copied onto a pen drive and sent to the higher level office !! Corruption, of it happens, will be controlled, and mistakes will result only in small losses of data (not that there should be any !!)


Data can be exported for merging into the central database. It is important to exercise proper care while entering and exporting, else all the effort may go to waste.

Note : For a non ADMIN user, you may see a different screen on clicking login – for selection of work area. Please refer to the relevant section in the manual

Admin users should also refer to the Control File Tab detailed below

Multi-lingual support

There is one more feature the software supports : Multi-lingual Unicode. This means that currently, English and Hindi are enabled, and Oriya will be added in the next iteration. The data has to be necessarily entered in a standard format, however, the screen prompts and questions can change to a different language by pressing the English/Hindi button.

Note : In case you notice that the prompts on top have changed to Hindi, but the questions have not, it is because Asian languages are not installed on your system. This can be done, if you have the original Windows software, by going to control panel > Regional and Language Settings > Language > enable Asian languages > Apply


Admin Interface

The form is as above, with a menu on top. Within the menu options, there may be other options which can be used. If the option is grey, it means that it is disabled, either because that option is not possible currently, or you do not have that feature installed or enabled based on your login.

Note: When you click on Switch User menu tab it will redirect you in Login screen for admin/user login.

User Administration


When we click on User Tab > following screen will appear

In User Administration the Admin can manage the users. Deletion is also possible.

To Add new user click on ADD USER> Then the SAVE BUTTON will be enabled >Click on SAVE USER Button to save the new user information.

To Delete exiting user First Select the user>Then click on DELETE USER Button>The following screen will appear.

To Delete the user Click on Yes Button else No.


Control File

When we click on ControlFile Tab> the following screen will appear

The screen may appear at the outset, on first login, or when parameters need to be changed, through the menu. Pull downs ensure that proper selections are made. Please add districts and blocks through menu options.

Ensure that the machine ID, which is an alphanumeric string (not too long, please !!) is unique across computers. If you repeat the string, you will face problems in data consolidation and identification. It may be a good idea to put the machine ID on a sticker on the computer. A sample machine ID could be Gaya01, or maybe Suresh_A


User Login

When a user, who does not have admin rights, logs in for the first time, the following screen may appear

Click on Ok to add WorkArea >The following screen will appear

Now click on Create New Button to create new Work Area.

Or choose Work Area from the list.

Then click on Next Button.

After clicking on Next Button> The following screen will be appear

USER INTERFACE


The menu has been defined earlier. Within the menu options, there may be other options which can be used. If the option is grey, it means that it is disabled, either because that option is not possible currently, or you do not have that feature installed or enabled based on your login.

Note: When you click on Switch User menu tab it will redirect you in Login screen for admin/user login.

Master

When you click on Master menu option >Administration>The following screen will be appear


In the Administrative configuration the user can manage various masters and see the result by click on the individual entries. From here we can open the various masters (CHC, PHC, Sub-Center, and Village/Ward)

Here user can see the results on the basis of Urban and Rural Block entries by clicking on Rural, Urban buttons.

CHC Master

When you click on addnew CHC in Administrative Configuration The following screen will be appear


In CHC Master you can add new CHC according to their blocks Urban/Rural. The urban/Rural selection will be done in Administrative Configuration screen by clicking on Urban, Rural buttons.

In the CHC Master we can Add, Modify, Delete CHC.

To add a new CHC clicks on Add Button then same the information by clicking on Save Button.

Status check is for active unchecked means not active.

PHC Master

When you click on addnew PHC in Administrative Configuration The following screen will be appear


In PHC Master you can add new PHC Rural Blocks.

In the PHC Master we can Add, Modify, Delete PHC.

To add a new PHC clicks on Add Button then same the information by clicking on Save Button.


Sub Center Master

When you click on addnew Sub-Center in Administrative Configuration. The following screen will be appear


In the Sub Center Master we can Add, Delete Sub Centers.

In the Sub Center Master we can Add, Modify, Delete PHC.

To add a new Sub Center clicks on Add Button then same the information by clicking on Save Button.


Village/Ward Master


When you click on addnew Village in Administrative Configuration. The following screen will be appear

In the Sub Village/Ward Master we can Add, Modify, Delete Village/Ward.

To add a new Village/Ward clicks on Add Button then same the information by clicking on Save Button.


Asha Master

When you click on Master Tab >Asha>The following screen will be appear


In the Asha Master we can Add, Modify, Delete Asha members.

The Urban/Rural selection will be done by clicking on Rural, Urban buttons.

To add a new Asha member clicks on Add Button then same the information by clicking on Save Button.


Batch Master

When we click on Batch Tab> following screen will appear


In this the user can create new Batches and can extract Asha reports against those Batches.

To Add New Batch

When we click on Add Batch Button> following screen will appear

Click on Add button, then the select Block combo and Save Button will be enabled. Save the Batch against any block by selecting it from the dropdown.

To save the Batch Click on Save Button>the following screen will appear

Now click on Ok> The following screen will appear


Now click on Arrow Button >The Postnatal Care Card screen will appear

Postnatal Care Card

To change language selection from English, Hindi, Oriya Select from dropdown


The paper based Postnatal Care Card will be filled by the Asha when they visit. The form consists of questionnaire related to Baby, Mother, Referral Counselling and Assistance.

The form consists of series of-questions whose answer generally will be filled in the form of Yes/No. However, some answers may be numeric – like weight, temperature etc.

To add new records click on Add Button>Click on Save Button to save the record.To Delete select the existing record Click on Delete Button>Then Confirm Yes

Key Movement in Dropdowns:

Ctrl +X -Move Down

Ctrl + E –Move Up

Ctrl + D –Move Right

Ctrl + S –Move Left

Ctrl + T –Go Top

Ctrl + B –Go Bottom


Utilities

1. Import

When you click on Utility>Import> Following screen will appear.

In import the user can import one work area into another work area. The user have two options to import the records:

1) Complete work area: Select work area then click on Complete WorkArea > click Import.

2) Selected batches: Select work area then select Batch from combo > click Import

User can see the Details of the imported Records.

2. Duplicate Check


When you click on Utility>Duplicate Check> Following screen will appear.

Here you can find those records which are duplicate in imported batches. On the basis of the various parameters.

3. Export Masters


When you click on Utility>ExportMaster> Following screen will appear.

In this you can export all masters or one master at a time by selected particular master into a text file.

4. Import Masters

When you click on Utility>ImportMaster> Following screen will appear.


in this you can import all masters or one by one bye selecting the source and destination files.

Then click on Read Data then it will check imported master and shows records against it.

Then you have two options on the right corner weather import only new records or overwrite duplicate records.

Then click on import button the records will be saved in database.

5. Sampling

When you click on Utility>Sampling> Following screen will appear.


In this when we import large number of records for that to check s we do sample check on the random basis.

Backup

When you click on Backup > Following screen will appear.


In this the user can take backup of the work area in his computer.

5.0 Reports

When you click on reports> the following screen will appear.


For reports click on report menu. Reports are categorized in four parts.

1) User Report

2) Batch Report

3) Asha Report

4) PHC Report

5) Inactive Asha Report

6) Import Summary Report

Various features are enabled to help you enter the data faster, and more reliably. They include :


1. Auto population of district, block etc based on batch

2. Editing of records by clicking on the panel on the left

3. Checkboxes and dropdowns for faster data entry

4. Generic design to enable change of questions, as well as sequence (for the future)

5. Tabbed display to ensure no scrolling of form required

6. Addition of new ASHA worker record direct from the form without reverting to the main menu

7. Visit dated filled by default, and in case modified and not within defined range, will show errors through colour – green rectangle for Ok, red cross for out of range

8. By clicking on the text Visit 1 ..Visit 6 – Those columns can be temporarily disabled. This allows vertical entry of the form, as compared to the normal horizontal motion.

9. Pressing only the Y / N key will select the dropdown option

10. In case the visit was not done, just the checkbox against the date has to be selected.

11. Weight is to be entered in gms. However, if entered in Kgs, it will NOT autoconvert, but the conversion will happen at the time of data import. Please note that this is done so as to ensure that the data entered can be compared with the original form.

12. Similarly, temperature can be entered in degrees Celsius, or Fahrenheit, and the system will store either, as the range is discreet. A basic validation on the range is provided.

13. Alt Keys : ALT-B, ALT-M toggle between the baby and mother form

14. There are other features available, which shall be explained at the time of training. Future releases will have a comprehensive help on all features.


6.0 Support

For the currency of the project, and for valid users, support is provided by the helpdesk at Delhi.

The helpdesk comprises staff from NIPI and from Microware Computing & Consulting Pvt. Ltd. In case you are unable to contact the helpdesk, you could call Microware at the special helpline : +91-11-26173300 during working hours.

Telephonic support

The phone numbers shall be provided separately.

Website

In addition, a complaint or query can be logged at

ASHA-DES.microwarecorp.com…..

This site is maintained by Microware under the helpdesk, and you can login using the user name and password provided to you. If you do not have a login ID, please contact the helpdesk on phone or in person.

Documents

Asha Des Usermanual